Keyboard Shortcuts in Microsoft Office 2010

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Keyboard Shortcuts in Microsoft Excel 2010

In this document: Keyboard access to the ribbon CTRL combination shortcut keys Function keys Other useful shortcut keys

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Keyboard access to the ribbon

If you're new to the ribbon, the information in this section can help you understand the ribbon's keyboard shortcut model. The ribbon comes with new shortcuts, called Key Tips. To make the Key Tips appear, press ALT.

To display a tab on the ribbon, press the key for the tabfor example, press the letter N for the Insert tab or M for the Formulas tab. This makes all the Key Tip badges for that tab's buttons appear. Then, press the key for the button you want.

Will my old shortcuts still work?

Keyboard shortcuts that begin with CTRL will still work in Excel 2010. For example, CTRL+C still copies to the clipboard, and CTRL+V still pastes from the clipboard. Most of the old ALT+ menu shortcuts still work, too. However, you need to know the full shortcut from memory there are no screen reminders of what letters to press. For example, try pressing ALT, and then press one of the old menu keys E (Edit), V (View), I (Insert), and so on. A box pops up saying you're using an access key from an earlier version of Microsoft Office. If you know the entire key sequence, go ahead and initiate the command. If you don't know the sequence, press ESC and use Key Tip badges instead.

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CTRL combination shortcut keys

Key CTRL+SHIFT+( CTRL+SHIFT+& CTRL+SHIFT_ CTRL+SHIFT+~ CTRL+SHIFT+$ CTRL+SHIFT+% CTRL+SHIFT+^ CTRL+SHIFT+# CTRL+SHIFT+@ CTRL+SHIFT+! Description Unhides any hidden rows within the selection. Applies the outline border to the selected cells. Removes the outline border from the selected cells. Applies the General number format. Applies the Currency format with two decimal places (negative numbers in parentheses). Applies the Percentage format with no decimal places. Applies the Scientific number format with two decimal places. Applies the Date format with the day, month, and year. Applies the Time format with the hour and minute, and AM or PM. Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report. CTRL+SHIFT+: CTRL+SHIFT+" CTRL+SHIFT+Plus (+) CTRL+Minus (-) CTRL+; CTRL+` CTRL+' CTRL+1 CTRL+2 CTRL+3 CTRL+4 CTRL+5 CTRL+6 CTRL+8 CTRL+9 CTRL+0 Enters the current time. Copies the value from the cell above the active cell into the cell or the Formula Bar. Displays the Insert dialog box to insert blank cells. Displays the Delete dialog box to delete the selected cells. Enters the current date. Alternates between displaying cell values and displaying formulas in the worksheet. Copies a formula from the cell above the active cell into the cell or the Formula Bar. Displays the Format Cells dialog box. Applies or removes bold formatting. Applies or removes italic formatting. Applies or removes underlining. Applies or removes strikethrough. Alternates between hiding and displaying objects. Displays or hides the outline symbols. Hides the selected rows. Hides the selected columns. Selects the entire worksheet. CTRL+A If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, displays the Function
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CTRL+SHIFT+*

Arguments dialog box. CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. CTRL+B CTRL+C CTRL+D Applies or removes bold formatting. Copies the selected cells. Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. Displays the Find and Replace dialog box, with the Find tab selected. CTRL+F SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action. CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected. Displays the Go To dialog box. CTRL+G F5 also displays this dialog box. CTRL+H CTRL+I CTRL+K CTRL+L CTRL+N CTRL+O CTRL+SHIFT+O selects all cells that contain comments. Displays the Print tab in Microsoft Office Backstage view. CTRL+P CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected. CTRL+R CTRL+S CTRL+T CTRL+U CTRL+SHIFT+U switches between expanding and collapsing of the formula bar. Inserts the contents of the Clipboard at the insertion point and replaces any selection. CTRL+V Available only after you have cut or copied an object, text, or cell contents. CTRL+ALT+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. CTRL+W CTRL+X CTRL+Y Closes the selected workbook window. Cuts the selected cells. Repeats the last command or action, if possible.
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Displays the Find and Replace dialog box, with the Replace tab selected. Applies or removes italic formatting. Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. Displays the Create Table dialog box. Creates a new, blank workbook. Displays the Open dialog box to open or find a file.

Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. Saves the active file with its current file name, location, and file format. Displays the Create Table dialog box. Applies or removes underlining.

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CTRL+Z

Uses the Undo command to reverse the last command or to delete the last entry that you typed. The CTRL cominbations CTRL+E, CTRL+J, CTRL+M, and CTRL+Q are currently unassigned shortcuts.

Function keys
Key Description F1 Displays the Excel Help task pane. CTRL+F1 displays or hides the ribbon. ALT+F1 creates an embedded chart of the data in the current range. ALT+SHIFT+F1 inserts a new worksheet. F2 Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off. SHIFT+F2 adds or edits a cell comment. CTRL+F2 displays the print preview area on the Print tab in the Backstage view. F3 Displays the Paste Name dialog box. Available only if there are existing names in the workbook. SHIFT+F3 displays the Insert Function dialog box. F4 Repeats the last command or action, if possible. CTRL+F4 closes the selected workbook window. ALT+F4 closes Excel. F5 Displays the Go To dialog box. CTRL+F5 restores the window size of the selected workbook window. F6 Switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the ribbon area. SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and ribbon. CTRL+F6 switches to the next workbook window when more than one workbook window is open. F7 Displays the Spelling dialog box to check spelling in the active worksheet or selected range. CTRL+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel. F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection. SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys. CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized.
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ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro. F9 Calculates all worksheets in all open workbooks. SHIFT+F9 calculates the active worksheet. CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. CTRL+F9 minimizes a workbook window to an icon. F10 Turns key tips on or off. (Pressing ALT does the same thing.) SHIFT+F10 displays the shortcut menu for a selected item. ALT+SHIFT+F10 displays the menu or message for an Error Checking button. CTRL+F10 maximizes or restores the selected workbook window. F11 Creates a chart of the data in the current range in a separate Chart sheet. SHIFT+F11 inserts a new worksheet. ALT+F11 opens the Microsoft Visual Basic For Applications Editor, in which you can create a macro by using Visual Basic for Applications (VBA). F12 Displays the Save As dialog box.

Other useful shortcut keys

Key ARROW KEYS Description Move one cell up, down, left, or right in a worksheet. CTRL+ARROW KEY moves to the edge of the current data region in a worksheet. SHIFT+ARROW KEY extends the selection of cells by one cell. CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell. LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a ribbon tab is selected, these keys navigate the tab buttons. DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a ribbon tab is selected, these keys navigate up or down the tab group. In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options.

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DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list. BACKSPACE Deletes one character to the left in the Formula Bar. Also clears the content of the active cell. In cell editing mode, it deletes the character to the left of the insertion point. DELETE Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments. In cell editing mode, it deletes the character to the right of the insertion point. END END turns End mode on. In End mode, you can then press an arrow key to move to the next nonblank cell in the same column or row as the active cell. If the cells are blank, pressing END followed by an arrow key moves to the last cell in the row or column. END also selects the last command on the menu when a menu or submenu is visible. CTRL+END moves to the last cell on a worksheet, to the lowest used row of the rightmost used column. If the cursor is in the formula bar, CTRL+END moves the cursor to the end of the text. CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the endthis does not affect the height of the formula bar. ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default). In a data form, it moves to the first field in the next record. Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command. In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button). ALT+ENTER starts a new line in the same cell. CTRL+ENTER fills the selected cell range with the current entry. SHIFT+ENTER completes a cell entry and selects the cell above. ESC Cancels an entry in the cell or Formula Bar. Closes an open menu or submenu, dialog box, or message window. It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the ribbon and status bar again. HOME Moves to the beginning of a row in a worksheet. Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on. Selects the first command on the menu when a menu or submenu is visible. CTRL+HOME moves to the beginning of a worksheet.
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CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet. PAGE DOWN Moves one screen down in a worksheet. ALT+PAGE DOWN moves one screen to the right in a worksheet. CTRL+PAGE DOWN moves to the next sheet in a workbook. CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook. PAGE UP Moves one screen up in a worksheet. ALT+PAGE UP moves one screen to the left in a worksheet. CTRL+PAGE UP moves to the previous sheet in a workbook. CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook. SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a check box. CTRL+SPACEBAR selects an entire column in a worksheet. SHIFT+SPACEBAR selects an entire row in a worksheet. CTRL+SHIFT+SPACEBAR selects the entire worksheet. If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet. When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.

ALT+SPACEBAR displays the Control menu for the Excel window. TAB Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialog box. SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box. CTRL+TAB switches to the next tab in dialog box. CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

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Keyboard Shortcuts in Microsoft Word 2010

In this document: Finding and using keyboard shortcuts Microsoft Office basics Navigating the Ribbon Quick reference for Microsoft Word Function key reference

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Finding and using keyboard shortcuts

For keyboard shortcuts in which you press two or more keys at the same time, the keys to press are separated by a plus sign (+) in Microsoft Word 2010 Help. For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,).

Microsoft Office basics

Display and use windows
To do this Switch to the next window. Switch to the previous window. Close the active window. Restore the size of the active window after you maximize it. Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. Move to a task pane from another pane in the program window (counterclockwise direction). When more than one window is open, switch to the next window. Switch to the previous window. Maximize or restore a selected window. Copy a picture of the screen to the Clipboard. Copy a picture of the selected window to the Clipboard. Press ALT+TAB ALT+SHIFT+TAB CTRL+W or CTRL+F4 ALT+F5 F6 SHIFT+F6 CTRL+F6 CTRL+SHIFT+F6 CTRL+F10 PRINT SCREEN ALT+PRINT SCREEN

Use dialog boxes

To do this Move to the next option or option group. Move to the previous option or option group. Switch to the next tab in a dialog box. Switch to the previous tab in a dialog box. Move between options in an open drop-down list, or between options in a group of options. Perform the action assigned to the selected button; select or clear the selected check box. Select an option; select or clear a check box. Open a selected drop-down list. Select an option from a drop-down list. Close a selected drop-down list; cancel a command and close a dialog box.
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Press TAB SHIFT+TAB CTRL+TAB CTRL+SHIFT+TAB Arrow keys SPACEBAR ALT+ the letter underlined in an option ALT+DOWN ARROW First letter of an option in a dropdown list ESC
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Run the selected command.

ENTER

Use edit boxes within dialog boxes

An edit box is a blank in which you type or paste an entry, such as your user name or the path of a folder. To do this Move to the beginning of the entry. Move to the end of the entry. Move one character to the left or right. Move one word to the left. Move one word to the right. Select or unselect one character to the left. Select or unselect one character to the right. Select or unselect one word to the left. Select or unselect one word to the right. Select from the insertion point to the beginning of the entry. Select from the insertion point to the end of the entry. Press HOME END LEFT ARROW or RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW SHIFT+LEFT ARROW SHIFT+RIGHT ARROW CTRL+SHIFT+LEFT ARROW CTRL+SHIFT+RIGHT ARROW SHIFT+HOME SHIFT+END

Use the Open and Save As dialog boxes

To do this Display the Open dialog box. Display the Save As dialog box. Open the selected folder or file. Open the folder one level above the selected folder. Delete the selected folder or file. Display a shortcut menu for a selected item such as a folder or file. Move forward through options. Move back through options. Open the Look in list. Press CTRL+F12 or CTRL+O F12 ENTER BACKSPACE DELETE SHIFT+F10 TAB SHIFT+TAB F4 or ALT+I

Undo and redo actions

To do this Cancel an action. Undo an action. Redo or repeat an action. Press ESC CTRL+Z CTRL+Y

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Access and use task panes and galleries

To do this Move to a task pane from another pane in the program window. (You may need to press F6 more than once.) When a menu is active, move to a task pane. (You may need to press CTRL+TAB more than once.) When a task pane is active, select the next or previous option in the task pane. Display the full set of commands on the task pane menu. Perform the action assigned to the selected button. Open a drop-down menu for the selected gallery item. Select the first or last item in a gallery. Scroll up or down in the selected gallery list. Press F6 CTRL+TAB TAB or SHIFT+TAB CTRL+SPACEBAR SPACEBAR or ENTER SHIFT+F10 HOME or END PAGE UP or PAGE DOWN

Close a task pane

1. 2. 3. Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR. Use the arrow keys to select Close, and then press ENTER.

Move a task pane

1. 2. 3. 4. Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR. Use the arrow keys to select Move, and then press ENTER. Use the arrow keys to move the task pane, and then press ENTER.

Resize a task pane

1. 2. 3. 4. Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR. Use the arrow keys to select Size, and then press ENTER. Use the arrow keys to resize the task pane, and then press ENTER.

Access and use available actions

To do this Display the shortcut menu for the selected item. Display the menu or message for an available action or for the AutoCorrect Options button Paste options button menu or message. or the ALT+SHIFT+F10 Press SHIFT+F10

. If more than one action is present, switch to the next action and display its

Move between options in a menu of available actions. Perform the action for the selected item on a menu of available actions. Close the available actions menu or message.
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Arrow keys ENTER ESC

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Tips
You can ask to be notified by a sound whenever an action is available (not available in Word Starter). To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer. If you have access to the Internet, you can download Microsoft Office Sounds from Office.com. After you install the sound files, do the following:

1. 2. 3.

Press ALT+F, T to open Word Options. Press A to select Advanced, and then press TAB to move to the Advanced Options for working with Word . Press ALT+S twice to move to the Provide feedback with sound check box, which is under General, and then press SPACEBAR. 4. Press TAB repeatedly to select OK, and then press ENTER. Note When you select or clear this check box, the setting affects all Office programs that support sound.

Navigating the Ribbon

Access any command with a few keystrokes
Access keys let you quickly use a command by pressing a few keys, regardless of where you are in the program. Every command in Word 2010 can be accessed by using an access key. You can get to most commands by using two to five keystrokes. To use an access key:

1. 2. 3. 4.

Press ALT. The KeyTips are displayed over each feature that is available in the current view. Press the letter shown in the KeyTip over the feature that you want to use. Depending on which letter you press, you may be shown additional KeyTips. For example, if the Home tab is active and you press N, the Insert tab is displayed, along with the KeyTips for the groups on that tab. 5. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command. Note To cancel the action that you are taking and hide the KeyTips, press ALT. Change the keyboard focus without using the mouse Another way to use the keyboard to work with programs that feature the Office Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse. To do this Select the active tab of the Ribbon and activate the access keys. Press ALT or F10. Press either of these keys again to move back to the document and cancel the access keys. F10 to select the active tab, and then LEFT ARROW or RIGHT ARROW CTRL+F1
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Move to another tab of the Ribbon. Expand or collapse the Ribbon.

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Display the shortcut menu for the selected item. Move the focus to select each of the following areas of the window: Active tab of the Ribbon Any open task panes Status bar at the bottom of the window Your document Move the focus to each command on the Ribbon, forward or backward, respectively. Move down, up, left, or right, respectively, among the items on the Ribbon. Activate the selected command or control on the Ribbon. Open the selected menu or gallery on the Ribbon. Activate a command or control on the Ribbon so you can modify a value. Finish modifying a value in a control on the Ribbon, and move focus back to the document. Get help on the selected command or control on the Ribbon. (If no Help topic is associated with the selected command, a general Help topic about the program is shown instead.)

SHIFT+F10

F6

TAB or SHIFT+TAB DOWN ARROW, UP ARROW, LEFT ARROW, or RIGHT ARROW SPACEBAR or ENTER SPACEBAR or ENTER ENTER ENTER

F1

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Quick reference for Microsoft Word

Common tasks in Microsoft Word To do this Create a nonbreaking space. Create a nonbreaking hyphen. Make letters bold. Make letters italic. Make letters underline. Decrease font size one value. Increase font size one value. Decrease font size 1 point. Increase font size 1 point. Remove paragraph or character formatting. Copy the selected text or object. Cut the selected text or object. Paste text or an object. Paste special Paste formatting only Undo the last action. Redo the last action. Open the Word Count dialog box. Press CTRL+SHIFT+SPACEBAR CTRL+SHIFT+HYPHEN CTRL+B CTRL+I CTRL+U CTRL+SHIFT+< CTRL+SHIFT+> CTRL+[ CTRL+] CTRL+SPACEBAR CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+SHIFT+V CTRL+Z CTRL+Y CTRL+SHIFT+G

Working with documents and Web pages

Create, view and save documents To do this Create a new document. Open a document. Close a document. Split the document window. Remove the document window split. Save a document. Find, replace and browse through text To do this Open the Navigation task pane (to search document). Repeat find (after closing Find and Replace window).
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Press CTRL+N CTRL+O CTRL+W ALT+CTRL+S ALT+SHIFT+C or ALT+CTRL+S CTRL+S

Press CTRL+F ALT+CTRL+Y

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Replace text, specific formatting, and special items. Go to a page, bookmark, footnote, table, comment, graphic, or other location. Switch between the last four places that you have edited. Open a list of browse options. Press the arrow keys to select an option, and then press ENTER to browse through a document by using the selected option. Move to the previous browse object (set in browse options). Move to the next browse object (set in browse options). Switch to another view To do this Switch to Print Layout view. Switch to Outline view. Switch to Draft view. Outline view To do this Promote a paragraph. Demote a paragraph. Demote to body text. Move selected paragraphs up. Move selected paragraphs down. Expand text under a heading. Collapse text under a heading. Expand or collapse all text or headings. Hide or display character formatting. Show the first line of body text or all body text. Show all headings with the Heading 1 style. Show all headings up to Heading n. Insert a tab character. Print and preview documents To do this Print a document. Switch to print preview. Move around the preview page when zoomed in. Move by one preview page when zoomed out.
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CTRL+H CTRL+G ALT+CTRL+Z ALT+CTRL+HOME CTRL+PAGE UP CTRL+PAGE DOWN

Press ALT+CTRL+P ALT+CTRL+O ALT+CTRL+N

Press ALT+SHIFT+LEFT ARROW ALT+SHIFT+RIGHT ARROW CTRL+SHIFT+N ALT+SHIFT+UP ARROW ALT+SHIFT+DOWN ARROW ALT+SHIFT+PLUS SIGN ALT+SHIFT+MINUS SIGN ALT+SHIFT+A The slash (/) key on the numeric keypad ALT+SHIFT+L ALT+SHIFT+1 ALT+SHIFT+n CTRL+TAB

Press CTRL+P ALT+CTRL+I Arrow keys PAGE UP or PAGE DOWN

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Move to the first preview page when zoomed out. Move to the last preview page when zoomed out. Review documents To do this Insert a comment. Turn change tracking on or off. Close the Reviewing Pane if it is open. Full Screen Reading view To do this Go to beginning of document. Go to end of document. Go to page n. Exit reading layout view. References, footnotes and endnotes To do this Mark a table of contents entry. Mark a table of authorities entry (citation). Mark an index entry. Insert a footnote. Insert an endnote. Work with Web pages To do this Insert a hyperlink. Go back one page. Go forward one page. Refresh.

CTRL+HOME CTRL+END

Press ALT+CTRL+M CTRL+SHIFT+E ALT+SHIFT+C

Press HOME END n, ENTER ESC

Press ALT+SHIFT+O ALT+SHIFT+I ALT+SHIFT+X ALT+CTRL+F ALT+CTRL+D

Press CTRL+K ALT+LEFT ARROW ALT+RIGHT ARROW F9

Edit and move text and graphics

Delete text and graphics To do this Delete one character to the left. Delete one word to the left. Delete one character to the right. Delete one word to the right.
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Press BACKSPACE CTRL+BACKSPACE DELETE CTRL+DELETE

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Cut selected text to the Office Clipboard. Undo the last action. Cut to the Spike. Copy and move text and graphics To do this Open the Office Clipboard Copy selected text or graphics to the Office Clipboard. Cut selected text or graphics to the Office Clipboard. Paste the most recent addition or pasted item from the Office Clipboard. Move text or graphics once. Copy text or graphics once.

CTRL+X CTRL+Z CTRL+F3

Press Press ALT+H to move to the Home tab, and then press F,O. CTRL+C CTRL+X CTRL+V F2 (then move the cursor and press ENTER) SHIFT+F2 (then move the cursor and press ENTER) ALT+F3 SHIFT+F10 CTRL+F3 CTRL+SHIFT+F3 ALT+SHIFT+R

When text or an object is selected, open the Create New Building Block dialog box. When the building block for example, a SmartArt graphic is selected, display the shortcut menu that is associated with it. Cut to the Spike. Paste the Spike contents. Copy the header or footer used in the previous section of the document. Insert special characters To insert this A field A line break A page break A column break An em dash An en dash An optional hyphen A nonbreaking hyphen A nonbreaking space The copyright symbol The registered trademark symbol The trademark symbol An ellipsis A single opening quotation mark
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Press CTRL+F9 SHIFT+ENTER CTRL+ENTER CTRL+SHIFT+ENTER ALT+CTRL+MINUS SIGN CTRL+MINUS SIGN CTRL+HYPHEN CTRL+SHIFT+HYPHEN CTRL+SHIFT+SPACEBAR ALT+CTRL+C ALT+CTRL+R ALT+CTRL+T ALT+CTRL+PERIOD CTRL+`(single quotation mark), `(single quotation mark)
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A single closing quotation mark Double opening quotation marks Double closing quotation marks An AutoText entry

CTRL+' (single quotation mark), ' (single quotation mark) CTRL+` (single quotation mark), SHIFT+' (single quotation mark) CTRL+' (single quotation mark), SHIFT+' (single quotation mark) ENTER (after you type the first few characters of the AutoText entry name and when the ScreenTip appears)

Insert characters by using character codes To do this Insert the Unicode character for the specified Unicode (hexadecimal) character code. For example, to insert the euro currency symbol ( ), type 20AC, and then hold down ALT and press X. Find out the Unicode character code for the selected character Insert the ANSI character for the specified ANSI (decimal) character code. For example, to insert the euro currency symbol, hold down ALT and press 0128 on the numeric keypad. Select text and graphics Select text by holding down SHIFT and using the arrow keys to move the cursor. Extend a section To do this Turn extend mode on. Select the nearest character. Increase the size of a selection. Reduce the size of a selection. Turn extend mode off. Extend a selection one character to the right. Extend a selection one character to the left. Extend a selection to the end of a word. Extend a selection to the beginning of a word. Extend a selection to the end of a line. Extend a selection to the beginning of a line. Extend a selection one line down. Extend a selection one line up. Extend a selection to the end of a paragraph. Extend a selection to the beginning of a paragraph. Extend a selection one screen down. Extend a selection one screen up. Extend a selection to the beginning of a document.
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Press The character code, ALT+X ALT+X ALT+the character code (on the numeric keypad)

Press F8 F8, and then press LEFT ARROW or RIGHT ARROW F8 (press once to select a word, twice to select a sentence, and so on) SHIFT+F8 ESC SHIFT+RIGHT ARROW SHIFT+LEFT ARROW CTRL+SHIFT+RIGHT ARROW CTRL+SHIFT+LEFT ARROW SHIFT+END SHIFT+HOME SHIFT+DOWN ARROW SHIFT+UP ARROW CTRL+SHIFT+DOWN ARROW CTRL+SHIFT+UP ARROW SHIFT+PAGE DOWN SHIFT+PAGE UP CTRL+SHIFT+HOME
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Extend a selection to the end of a document. Extend a selection to the end of a window. Extend a selection to include the entire document. Select a vertical block of text. Extend a selection to a specific location in a document. Select text and graphics in a table To do this Select the next cell's contents. Select the preceding cell's contents. Extend a selection to adjacent cells. Press TAB SHIFT+TAB

CTRL+SHIFT+END ALT+CTRL+SHIFT+PAGE DOWN CTRL+A CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode F8+arrow keys; press ESC to cancel selection mode

Hold down SHIFT and press an arrow key repeatedly Use the arrow keys to move to the column's top or bottom cell, and then do one of the following: Press SHIFT+ALT+PAGE DOWN to select the column from top to bottom. Press SHIFT+ALT+PAGE UP to select the column from bottom to top. CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode ALT+5 on the numeric keypad (with NUM LOCK off)

Select a column.

Extend a selection (or block). Select an entire table. Move through your document To move One character to the left One character to the right One word to the left One word to the right One paragraph up One paragraph down One cell to the left (in a table) One cell to the right (in a table) Up one line Down one line To the end of a line To the beginning of a line To the top of the window To the end of the window Up one screen (scrolling)
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Press LEFT ARROW RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW CTRL+UP ARROW CTRL+DOWN ARROW SHIFT+TAB TAB UP ARROW DOWN ARROW END HOME ALT+CTRL+PAGE UP ALT+CTRL+PAGE DOWN PAGE UP
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Down one screen (scrolling) To the top of the next page To the top of the previous page To the end of a document To the beginning of a document To a previous revision After opening a document, to the location you were working in when the document was last closed

PAGE DOWN CTRL+PAGE DOWN CTRL+PAGE UP CTRL+END CTRL+HOME SHIFT+F5 SHIFT+F5

Move around in a table To move To the next cell in a row To the previous cell in a row To the first cell in a row To the last cell in a row To the first cell in a column To the last cell in a column To the previous row To the next row Row up Row down Insert paragraphs and tab characters in a table To insert New paragraphs in a cell Tab characters in a cell Use overtype mode To change the overtype settings so that you can access overtype mode by pressing INSERT, do the following: 1. 2. 3. 4. Press ALT+F, T to open Word Options. Press A to select ADVANCED, and then press TAB. Press ALT+O to move to the Use the Insert key to control overtype mode check box. Press SPACEBAR to select the check box, and then press ENTER. Press ENTER CTRL+TAB Press TAB SHIFT+TAB ALT+HOME ALT+END ALT+PAGE UP ALT+PAGE DOWN UP ARROW DOWN ARROW ALT+SHIFT+UP ARROW ALT+SHIFT+DOWN ARROW

To turn Overtype mode on or off, press INSERT.

Character and paragraph formatting

Copy formatting
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To do this Copy formatting from text. Apply copied formatting to text. Change or resize font To do this Open the Font dialog box to change the font. Increase the font size. Decrease the font size. Increase the font size by 1 point. Decrease the font size by 1 point. Apply character formats To do this

Press CTRL+SHIFT+C CTRL+SHIFT+V

Press CTRL+SHIFT+F CTRL+SHIFT+> CTRL+SHIFT+< CTRL+] CTRL+[

Press CTRL+D SHIFT+F3 CTRL+SHIFT+A CTRL+B CTRL+U CTRL+SHIFT+W CTRL+SHIFT+D CTRL+SHIFT+H CTRL+I CTRL+SHIFT+K CTRL+EQUAL SIGN CTRL+SHIFT+PLUS SIGN CTRL+SPACEBAR CTRL+SHIFT+Q

Open the Font dialog box to change the formatting of characters. Change the case of letters. Format all letters as capitals. Apply bold formatting. Apply an underline. Underline words but not spaces. Double-underline text. Apply hidden text formatting. Apply italic formatting. Format letters as small capitals. Apply subscript formatting (automatic spacing). Apply superscript formatting (automatic spacing). Remove manual character formatting. Change the selection to the Symbol font. View and copy text formats To do this Display nonprinting characters. Review text formatting. Copy formats. Paste formats. Set the line spacing
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Press CTRL+SHIFT+* (asterisk on numeric keypad does not work) SHIFT+F1 (then click the text with the formatting you want to review) CTRL+SHIFT+C CTRL+SHIFT+V

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To do this Single-space lines. Double-space lines. Set 1.5-line spacing. Add or remove one line space preceding a paragraph. Align paragraphs To do this Switch a paragraph between centered and left-aligned. Switch a paragraph between justified and left-aligned. Switch a paragraph between right-aligned and left-aligned. Left align a paragraph. Indent a paragraph from the left. Remove a paragraph indent from the left. Create a hanging indent. Reduce a hanging indent. Remove paragraph formatting. Apply paragraph styles To do this Open Apply Styles task pane. Open Styles task pane. Start AutoFormat. Apply the Normal style. Apply the Heading 1 style. Apply the Heading 2 style. Apply the Heading 3 style.

Press CTRL+1 CTRL+2 CTRL+5 CTRL+0 (zero)

Press CTRL+E CTRL+J CTRL+R CTRL+L CTRL+M CTRL+SHIFT+M CTRL+T CTRL+SHIFT+T CTRL+Q

Press CTRL+SHIFT+S ALT+CTRL+SHIFT+S ALT+CTRL+K CTRL+SHIFT+N ALT+CTRL+1 ALT+CTRL+2 ALT+CTRL+3

Close the Styles task pane

1. 2. 3. If the Styles task pane is not selected, press F6 to select it. Press CTRL+SPACEBAR. Use the arrow keys to select Close, and then press ENTER.

Insert and edit objects

Insert an object 1. 2. Press ALT, N, J, and then J to open the Object dialog box. Do one of the following. Press DOWN ARROW to select an object type, and then press ENTER to create an object.
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Press CTRL+TAB to switch to the Create from File tab, press TAB, and then type the file name of the object that you want to insert or browse to the file.

Edit an object 1. 2. 3. With the cursor positioned to the left of the object in your document, select the object by pressing SHIFT+RIGHT ARROW. Press SHIFT+F10. Press the TAB key to get to Object name, press ENTER, and then press ENTER again.

Insert SmartArt graphics 1. 2. 3. 4. Press and release ALT, N, and then M to select SmartArt. Press the arrow keys to select the type of graphic that you want. Press TAB, and then press the arrow keys to select the graphic that you want to insert. Press ENTER.

Insert WordArt 1. 2. 3. 4. 5. Press and release ALT, N, and then W to select WordArt. Press the arrow keys to select the WordArt style that you want, and then press ENTER. Type the text that you want. Press ESC to select the WordArt object, and then use the arrow keys to move the object. Press ESC again to return to return to the document.

Mail merge and fields

Perform a mail merge Note You must be on the Mailings tab to use these keyboard shortcuts. To do this Preview a mail merge. Merge a document. Print the merged document. Edit a mail-merge data document. Insert a merge field. Work with fields To do this Insert a DATE field. Insert a LISTNUM field. Insert a PAGE field. Insert a TIME field.
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Press ALT+SHIFT+K ALT+SHIFT+N ALT+SHIFT+M ALT+SHIFT+E ALT+SHIFT+F

Press ALT+SHIFT+D ALT+CTRL+L ALT+SHIFT+P ALT+SHIFT+T

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Insert an empty field. Update linked information in a Microsoft Word source document. Update selected fields. Unlink a field. Switch between a selected field code and its result. Switch between all field codes and their results. Run GOTOBUTTON or MACROBUTTON from the field that displays the field results. Go to the next field. Go to the previous field. Lock a field. Unlock a field.

CTRL+F9 CTRL+SHIFT+F7 F9 CTRL+SHIFT+F9 SHIFT+F9 ALT+F9 ALT+SHIFT+F9 F11 SHIFT+F11 CTRL+F11 CTRL+SHIFT+F11

Language bar
Handwriting recognition To do this Switch between languages or keyboard layouts. Display a list of correction alternatives. Turn handwriting on or off. Turn Japanese Input Method Editor (IME) on 101 keyboard on or off. Turn Korean IME on 101 keyboard on or off. Turn Chinese IME on 101 keyboard on or off. Press Left ALT+SHIFT +C +H ALT+~ Right ALT CTRL+SPACEBAR

Tips
You can choose the key combination for switching between languages or keyboard layouts in the Advanced Key Setting dialog box. To open the Advanced Key Setting dialog box, right-click the Language bar, and then click Settings. Under Preferences, click Key Settings. The Windows logo key is available on the bottom row of keys on most keyboards.

Function key reference

Function keys To do this Get Help or visit Microsoft Office.com. Move text or graphics. Repeat the last action. Choose the Go To command (Home tab).
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Press F1 F2 F4 F5
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Go to the next pane or frame. Choose the Spelling command (Review tab). Extend a selection. Update the selected fields. Show KeyTips. Go to the next field. Choose the Save As command. SHIFT+Function key To do this Start context-sensitive Help or reveal formatting. Copy text. Change the case of letters. Repeat a Find or Go To action. Move to the last change. Go to the previous pane or frame (after pressing F6). Choose the Thesaurus command (Review tab, Proofing group). Reduce the size of a selection. Switch between a field code and its result. Display a shortcut menu. Go to the previous field. Choose the Save command. CRTL+Function key To do this Expand or collapse the Ribbon. Choose the Print Preview command. Cut to the Spike. Close the window. Go to the next window. Insert an empty field. Maximize the document window. Lock a field. Choose the Open command. CTRL+SHIFT+Function key To do this
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F6 F7 F8 F9 F10 F11 F12

Press SHIFT+F1 SHIFT+F2 SHIFT+F3 SHIFT+F4 SHIFT+F5 SHIFT+F6 SHIFT+F7 SHIFT+F8 SHIFT+F9 SHIFT+F10 SHIFT+F11 SHIFT+F12

Press CTRL+F1 CTRL+F2 CTRL+F3 CTRL+F4 CTRL+F6 CTRL+F9 CTRL+F10 CTRL+F11 CTRL+F12

Press
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Insert the contents of the Spike. Edit a bookmark. Go to the previous window. Update linked information in an Word 2010 source document. Extend a selection or block. Unlink a field. Unlock a field. Choose the Print command. ALT+Function key To do this Go to the next field. Create a new Building Block. Exit Word 2010. Restore the program window size.

CTRL+SHIFT+F3 CTRL+SHIFT+F5 CTRL+SHIFT+F6 CTRL+SHIFT+F7 CTRL+SHIFT+F8, and then press an arrow key CTRL+SHIFT+F9 CTRL+SHIFT+F11 CTRL+SHIFT+F12

Press ALT+F1 ALT+F3 ALT+F4 ALT+F5 ALT+F6 ALT+F7 ALT+F8 ALT+F9 ALT+F10 ALT+F11

Move from an open dialog box back to the document, for dialog boxes that support this behavior. Find the next misspelling or grammatical error. Run a macro. Switch between all field codes and their results. Display the Selection and Visibility task pane. Display Microsoft Visual Basic code. ALT+SHIFT+Function key To do this Go to the previous field. Choose the Save command. Display the Research task pane. Run GOTOBUTTON or MACROBUTTON from the field that displays the field results. Display a menu or message for an available action. Press

ALT+SHIFT+F1 ALT+SHIFT+F2 ALT+SHIFT+F7 ALT+SHIFT+F9 ALT+SHIFT+F10

Choose Table of Contents button in the Table of Contents container when the container is active. ALT+SHIFT+F12 CTRL+ALT+Function key To do this Display Microsoft System Information. Choose the Open command. Press CTRL+ALT+F1 CTRL+ALT+F2

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Keyboard Shortcuts in Microsoft PowerPoint 2010

In this document: Key to using keyboard shortcuts Office Help Microsoft Office basics Navigating the Ribbon Common tasks in Microsoft Office PowerPoint

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Key to using keyboard shortcuts

The keyboard shortcuts described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard. For keyboard shortcuts in which you press two or more keys at the same time, the keys to press are separated by a plus sign (+). For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,). Note To print this topic, press TAB to select Show All, press ENTER, and then press CTRL+P.

Online Help
Keyboard shortcuts for using the Help window The Help window provides access to all Office Help content. The Help window displays topics and other Help content.

In the Help window

To do this Open the Help window. Close the Help window. Switch between the Help window and the active program. Go back to PowerPoint Help and How-to table of contents. Select the next item in the Help window. Select the previous item in the Help window. Perform the action for the selected item. In the Browse PowerPoint Help section of the Help window, select the next or previous item, respectively. In the Browse PowerPoint Help section of the Help window, expand or collapse the selected item, respectively. Select the next hidden text or hyperlink, including Show All or Hide All at the top of a topic. Select the previous hidden text or hyperlink. Perform the action for the selected Show All, Hide All, hidden text, or hyperlink. Move back to the previous Help topic (Back button). Move forward to the next Help topic (Forward button). Scroll small amounts up or down, respectively, within the currently displayed Help topic. Scroll larger amounts up or down, respectively, within the currently displayed Help topic. Display a menu of commands for the Help window. This requires that the Help window have the active focus (click in the Help window).
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Press F1 ALT+F4 ALT+TAB ALT+HOME TAB SHIFT+TAB ENTER TAB, SHIFT+TAB ENTER TAB SHIFT+TAB ENTER ALT+LEFT ARROW or BACKSPACE ALT+RIGHT ARROW UP ARROW, DOWN ARROW PAGE UP, PAGE DOWN SHIFT+F10

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Stop the last action (Stop button). Refresh the window (Refresh button). Print the current Help topic. Note If the cursor is not in the current Help topic, press F6 and then press CTRL+P. Change the connection state. You may need to press F6 more than once. Type text in the Type words to search for box. You may need to press F6 more than once. Switch among areas in the Help window; for example, switch between the toolbar, Type words to search for box, and Search list. In a Table of Contents in tree view, select the next or previous item, respectively.

ESC F5 CTRL+P

F6 (until the focus is in the Type words to search for box), TAB, DOWN ARROW F6 F6 UP ARROW, DOWN ARROW

In a Table of Contents in tree view, expand or collapse the selected item, LEFT ARROW, RIGHT ARROW respectively.

Microsoft Office basics

Display and use windows To do this Switch to the next window. Switch to the previous window. Close the active window. Broadcast the open presentation to a remote audience using the PowerPoint web application. Move to the next task pane (task pane: A window within an Office program that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window (clockwise direction). You may need to press F6 more than once. Note If pressing F6 does not display the task pane that you want, press ALT to put the focus on the Ribbon, and then press CTRL+TAB to move to the task pane. Move to a pane from another pane in the program window (counterclockwise direction). When more than one PowerPoint window is open, switch to the next PowerPoint window. Switch to the previous PowerPoint window. Copy a picture of the screen to the Clipboard. Copy a picture of the selected window to the Clipboard. SHIFT+F6 CTRL+F6 CTRL+SHIFT+F6 PRINT SCREEN ALT+PRINT SCREEN Press ALT+TAB, TAB ALT+SHIFT+TAB, TAB CTRL+W or CTRL+F4 CTRL+F5 F6

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Change or resize the font Note The cursor needs to be inside a text box to use these shortcuts. To do this Change the font. Change the font size. Increase the font size of the selected text. Decrease the font size of the selected text. Move around in text or cells To do this Move one character to the left. Move one character to the right. Move one line up. Move one line down. Move one word to the left. Move one word to the right. Move to the end of a line. Move to the beginning of a line. Move up one paragraph. Move down one paragraph. Move to the end of a text box. Move to the beginning of a text box. In Microsoft Office PowerPoint, move to the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide. Repeat the last Find action. Find and replace To do this Open the Find dialog box. Open the Replace dialog box. Repeat the last Find action. Move around in and work in tables To do this
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Press CTRL+SHIFT+F CTRL+SHIFT+P CTRL+SHIFT+> CTRL+SHIFT+<

Press LEFT ARROW RIGHT ARROW UP ARROW DOWN ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW END HOME CTRL+UP ARROW CTRL+DOWN ARROW CTRL+END CTRL+HOME CTRL+ENTER SHIFT+F4

Press CTRL+F CTRL+H SHIFT+F4

Press
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Move to the next cell. Move to the preceding cell. Move to the next row. Move to the preceding row. Insert a tab in a cell. Start a new paragraph. Add a new row at the bottom of the table.

TAB SHIFT+TAB DOWN ARROW UP ARROW CTRL+TAB ENTER TAB at the end of the last row

Access and use task panes To do this Press

Move to a task pane (task pane: A window within an Office program that provides commonly used F6 commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window. (You may need to press F6 more than once.) When a task pane is active, select the next or previous option in the task pane, respectively. Display the full set of commands on the task pane menu. Move among choices on a selected submenu; move among certain options in a group of options in a dialog box. Open the selected menu, or perform the action assigned to the selected button. Open a shortcut menu; open a drop-down menu for the selected gallery item. TAB, SHIFT+TAB CTRL+DOWN ARROW DOWN ARROW or UP ARROW SPACEBAR or ENTER SHIFT+F10

When a menu or submenu is visible, select the first or last command, respectively, on the menu or HOME, END submenu. Scroll up or down in the selected gallery list, respectively. Move to the top or bottom of the selected gallery list, respectively. Close a task pane. Open the Clipboard. Resize a task pane 1. In the task pane (task pane: A window within an Office program that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.), press CTRL+SPACEBAR to display a menu of additional commands. Use the DOWN ARROW key to select the Size command, and then press ENTER. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time. PAGE UP, PAGE DOWN HOME, END CTRL+SPACEBAR, C ALT+H, F, O

2. 3.

Note When you finish resizing, press ESC.

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Use dialog boxes To do this Move to the next option or option group. Move to the previous option or option group. Switch to the next tab in a dialog box. (A tab must already be selected in an open dialog box) Switch to the previous tab in a dialog box. (A tab must already be selected in an open dialog box) Open a selected drop-down list. Open the list if it is closed and move to an option in the list. Move between options in an open drop-down list, or between options in a group of options. Perform the action assigned to the selected button; select or clear the selected check box. Select an option; select or clear a check box. Perform the action assigned to a default button in a dialog box. Close a selected drop-down list; cancel a command and close a dialog box. Use edit boxes within dialog boxes An edit box is a blank box in which you type or paste an entry, such as your user name or the path of a folder. To do this Move to the beginning of the entry. Move to the end of the entry. Move one character to the left or right, respectively. Move one word to the left. Move one word to the right. Select or cancel selection one character to the left. Select or cancel selection one character to the right. Select or cancel selection one word to the left. Select or cancel selection one word to the right. Select from the cursor to the beginning of the entry. Select from the cursor to the end of the entry. Use the Open and Save As dialog boxes To do this Open the Open dialog box Open the Save As dialog box
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Press TAB SHIFT+TAB DOWN ARROW UP ARROW DOWN ARROW, ALT+DOWN ARROW First letter of an option in a dropdown list UP ARROW, DOWN ARROW SPACEBAR The letter underlined in an option ENTER ESC

Press HOME END LEFT ARROW, RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW SHIFT+LEFT ARROW SHIFT+RIGHT ARROW CTRL+SHIFT+LEFT ARROW CTRL+SHIFT+RIGHT ARROW SHIFT+HOME SHIFT+END

Press ALT+F then O ALT+F then A

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Move between options in an open drop-down list, or between options in a group of options Display a shortcut menu for a selected item, such as a folder or file. Move between options or areas in the dialog box. Open the filepath drop-down menu Refresh the file list.

Arrow keys SHIFT+F10 TAB F4 or ALT+I F5

Navigating the Ribbon

Access any command with a few keystrokes 1. Press ALT. The KeyTips are displayed over each feature that is available in the current view.

2. 3. 4.

Press the letter shown in the KeyTip over the feature that you want to use. Depending on which letter you press, you may be shown additional KeyTips. For example, if the Home tab is active and you press N, the Insert tab is displayed, along with the KeyTips for the groups on that tab. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command. For example, if the Home tab is active, press ALT+H, F, S will take you to the Size list box in the Font group. Note To cancel the action that you are taking and hide the KeyTips, press ALT.

Change the keyboard focus without using the mouse Another way to use the keyboard to work with the Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse. To do this Select the active tab of the Ribbon and activate the access keys (access key: A key combination, such as ALT+F, that moves the focus to a menu, command, or control, without using the mouse.). Move left or right to another tab of the Ribbon, respectively. Hide or show the Ribbon. Display the shortcut menu for the selected command. Move the focus to select each of the following areas of the window: Active tab of the Ribbon Any open task panes (task pane: A window within an Office program that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.)
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Press ALT or F10. Press either of these keys again to move back to the document and cancel the access keys. F10 to select the active tab, and then LEFT ARROW, RIGHT ARROW CTRL+F1 SHIFT+F10 F6

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Your document Move the focus to each command on the Ribbon, forward or backward respectively. Move down, up, left, or right among the items on the Ribbon, respectively. Activate the selected command or control on the Ribbon. Open the selected menu or gallery on the Ribbon. Activate a command or control on the Ribbon so you can modify a value. Finish modifying a value in a control on the Ribbon, and move the focus back to the document. Get help on the selected command or control on the Ribbon. (If no Help topic is associated with the selected command, a general Help topic about the program is shown instead.) TAB, SHIFT+TAB DOWN ARROW, UP ARROW, LEFT ARROW, RIGHT ARROW SPACE BAR or ENTER SPACE BAR or ENTER ENTER ENTER F1

Common tasks in Microsoft Office PowerPoint

Move between panes To do this Move clockwise among panes in Normal view. Move counterclockwise among panes in Normal view. Switch between Slides and Outline tabs in the Outline and Slides pane in Normal view. Work in an outline To do this Promote a paragraph. Demote a paragraph. Move selected paragraphs up. Move selected paragraphs down. Show heading level 1. Expand text below a heading. Collapse text below a heading. Work with shapes, pictures, boxes, objects and WordArt Insert a shape 1. 2. 3. Press and release ALT, then N, then S, then H to select Shapes. Use the arrow keys to move through the categories of shapes, and select the shape that you want. Press CTRL+ENTER to insert the shape that you selected. Press ALT+SHIFT+LEFT ARROW ALT+SHIFT+RIGHT ARROW ALT+SHIFT+UP ARROW ALT+SHIFT+DOWN ARROW ALT+SHIFT+1 ALT+SHIFT+PLUS SIGN ALT+SHIFT+MINUS SIGN Press F6 SHIFT+F6 CTRL+SHIFT+TAB

Insert a text box

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1. 2.

Press and release ALT, then N, and then X. Press CTRL+ENTER to insert the text box.

Insert an object 1. 2. 3. Press and release ALT, then N, then J to select Object. Use the arrow keys to move through the objects. Press CTRL+ENTER to insert the object that you want.

Insert WordArt 1. 2. 3. Press and release ALT, then N, then W to select WordArt. Use the arrow keys to select the WordArt style that you want, and then press ENTER. Type the text that you want.

Select a shape Note If your cursor is within text, press ESC. 1. To select a single shape, press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the object that you want to select. 2. To select multiple items, use the selection pane. Group or ungroup shapes, pictures and WordArt objects 1. To group shapes, pictures, or WordArt objects, select the items that you want to group, and then press CTRL+G. 2. To ungroup a group, select the group, and then press CTRL+SHIFT+G. Show or hide a grid or guides To do this Show or hide the grid. Show or hide guides. Press SHIFT+F9 ALT+F9

Copy the attributes of a shape 1. 2. 3. 4. 5. Select the shape with the attributes that you want to copy. Note If you select a shape with text, you copy the look and style of the text in addition to the attributes of the shape. Press CTRL+SHIFT+C to copy the object attributes. Press the TAB key or SHIFT+TAB to select the object that you want to copy the attributes to. Press CTRL+SHIFT+V.

Select text and objects To do this Select one character to the right.
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Press SHIFT+RIGHT ARROW

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Select one character to the left. Select to the end of a word. Select to the beginning of a word. Select one line up (with the cursor at the beginning of a line). Select one line down (with the cursor at the beginning of a line). Select an object (when the text inside the object is selected). Select another object (when one object is selected). Select text within an object (with an object selected). Select all objects. Select all slides. Select all text. Delete and copy text and objects To do this Delete one character to the left. Delete one word to the left. Delete one character to the right. Delete one word to the right. Note The cursor must be between words to do this. Cut selected object or text. Copy selected object or text. Paste cut or copied object or text. Undo the last action. Redo the last action. Copy formatting only. Paste formatting only. Open Paste Special dialog box. Move around in text To do this Move one character to the left. Move one character to the right. Move one line up. Move one line down. Move one word to the left. Move one word to the right.
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SHIFT+LEFT ARROW CTRL+SHIFT+RIGHT ARROW CTRL+SHIFT+LEFT ARROW SHIFT+UP ARROW SHIFT+DOWN ARROW ESC TAB or SHIFT+TAB until the object you want is selected ENTER CTRL+A (on the Slides tab) CTRL+A (in Slide Sorter view) CTRL+A (on the Outline tab)

Press BACKSPACE CTRL+BACKSPACE DELETE CTRL+DELETE

CTRL+X CTRL+C CTRL+V CTRL+Z CTRL+Y CTRL+SHIFT+C CTRL+SHIFT+V CTRL+ALT+V

Press LEFT ARROW RIGHT ARROW UP ARROW DOWN ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW
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Move to the end of a line. Move to the beginning of a line. Move up one paragraph. Move down one paragraph. Move to the end of a text box. Move to the beginning of a text box. Move to the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide. Move to repeat the last Find action. Move around in and work on tables To do this Move to the next cell. Move to the preceding cell. Move to the next row. Move to the preceding row. Insert a tab in a cell. Start a new paragraph. Add a new row at the bottom of the table. Edit a lined or embedded object 1. 2. 3. Press TAB

END HOME CTRL+UP ARROW CTRL+DOWN ARROW CTRL+END CTRL+HOME CTRL+ENTER SHIFT+F4

SHIFT+TAB DOWN ARROW UP ARROW CTRL+TAB ENTER TAB at the end of the last row

Press TAB OR SHIFT+TAB to select the object that you want. Press SHIFT+F10 for the shortcut menu. Use the DOWN ARROW until Worksheet Object is selected, press RIGHT ARROW to select Edit, and press ENTER.

Note The name of the command in the shortcut menu depends on the type of embedded or linked object. For example, an embedded Microsoft Office Excel worksheet has the command Worksheet Object, whereas an embedded Microsoft Office Visio Drawing has the command Visio Object.

Change or resize the font

Note You must first select the text that you wish to change to use these keyboard shortcuts. To do this Open the Font dialog box to change the font. Increase the font size. Decrease the font size. Press CTRL+SHIFT+F CTRL+SHIFT+> CTRL+SHIFT+<

Apply character formats

To do this
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Press
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Open the Font dialog box to change the formatting of characters. Change the case of letters between sentence, lowercase, or uppercase. Apply bold formatting. Apply an underline. Apply italic formatting. Apply subscript formatting (automatic spacing). Apply superscript formatting (automatic spacing). Remove manual character formatting, such as subscript and superscript. Insert a hyperlink.

CTRL+T SHIFT+F3 CTRL+B CTRL+U CTRL+I CTRL+EQUAL SIGN CTRL+SHIFT+PLUS SIGN CTRL+SPACEBAR CTRL+K

Copy text formats

To do this Copy formats. Paste formats. Press CTRL+SHIFT+C CTRL+SHIFT+V

Align paragraphs
To do this Center a paragraph. Justify a paragraph. Left align a paragraph. Right align a paragraph. Run a presentation You can use the following keyboard shortcuts while you are running your presentation in Slide Show view. Press CTRL+E CTRL+J CTRL+L CTRL+R

Slide show shortcuts

To do this Start a presentation from the beginning. Perform the next animation or advance to the next slide. Perform the previous animation or return to the previous slide. Go to slide number. Display a blank black slide, or return to the presentation from a blank black slide. Display a blank white slide, or return to the presentation from a blank
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Press F5 N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE number+ENTER B or PERIOD W or COMMA
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white slide. Stop or restart an automatic presentation. End a presentation. Erase on-screen annotations. Go to the next slide, if the next slide is hidden. Set new timings while rehearsing. Use original timings while rehearsing. Use mouse-click to advance while rehearsing. Re-record slide narration and timing Return to the first slide. Show or hide the arrow pointer Change the pointer to a pen. Change the pointer to an arrow. Change the pointer to an eraser Show or hide ink markup Hide the pointer and navigation button immediately. Hide the pointer and navigation button in 15 seconds. View the All Slides dialog box View the computer task bar Display the shortcut menu. Go to the first or next hyperlink on a slide. Go to the last or previous hyperlink on a slide. Perform the "mouse click" behavior of the selected hyperlink. S ESC or HYPHEN E H T O M R Press and hold Right and Left Mouse buttons for 2 seconds A or = CTRL+P CTRL+A CTRL+E CTRL+M CTRL+H CTRL+U CTRL+S CTRL+T SHIFT+F10 TAB SHIFT+TAB ENTER while a hyperlink is selected

Media shortcuts during presentation

To do this Stop media playback Toggle between play and pause Go to the next bookmark Go to the previous bookmark Increase the sound volume Decrease the sound volume Seek forward Seek backward Mute the sound Press ALT+Q ALT+P ALT+END ALT+HOME ALT+Up ALT+Down ALT+SHIFT+PAGE DOWN ALT+SHIFT+PAGE UP ALT+U

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Tip You can press F1 during your presentation to see a list of controls.

Browse Web presentations The following keys are for viewing your Web presentation in Microsoft Internet Explorer 4.0 or later. To do this Press

Move forward through the hyperlinks in a Web presentation, the Address bar, and the Links bar. TAB Move back through the hyperlinks in a Web presentation, the Address bar, and the Links bar. Perform the "mouse click" behavior of the selected hyperlink. Go to the next slide. Use the Selection pane feature Use the following keyboard shortcuts in the Selection pane. To launch the Selection pane, press Alt, then H, then S, then L, and then P. To do this Cycle the focus through the different panes. Display the context menu. Move the focus to a single item or group. Move the focus from an item in a group to its parent group. Move the focus from a group to the first item in that group. Expand a focused group and all its child groups. Expand a focused group. Collapse a focused group. Move the focus to an item and select it. Select a focused item. Cancel selection of a focused item. Move a selected item forward. Move a selected item backward. Show or hide a focused item. Rename a focused item. Switch the keyboard focus within the Selection pane between tree view and the Show All and Hide All buttons. Collapse all groups. Note The focus must be in the tree view of the Selection pane to use this shortcut. Expand all groups.
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SHIFT+TAB ENTER SPACEBAR

Press F6 SHIFT+F10 UP ARROW or DOWN ARROW LEFT ARROW RIGHT ARROW * (on numeric keypad only) + (on numeric keypad only) - (on numeric keypad only) SHIFT+UP ARROW or SHIFT+DOWN ARROW SPACEBAR or ENTER SHIFT+SPACEBAR or SHIFT+ENTER CTRL+SHIFT+F CTRL+SHIFT+B CTRL+SHIFT+S F2 TAB or SHIFT+TAB ALT+SHIFT+1 ALT+SHIFT+9
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